Lead Form Updated

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Lead Form Module

Functional Requirement Document

BA & Ideation: Dakshraj Jhala Reviewed By: KG (Project Manager)

Version: 1.1 Updated Date: 19 August 2026 Status: Approved

Revision History

Version

Date

Author

Summary of Changes

1.0

25 September 2025

Dakshraj Jhala

Initial approved version.

1.1

19 August 2026

—

(1) Removed the template selection step — creating a lead form now redirects directly to the builder with the default template. (2) Detailed the Delete confirmation pop-up (draft and published variants), delete permissions, and the delete success toast. (3) Defined the default template's fields — ten smart fields (including mandatory Service Type and Service Area) plus one long-text input field (eleven fields total; see §4.6 and §5.3).

What changed in v1.1 (quick reference): Sections marked ▲ Updated (v1.1) contain the only changes from v1.0. Everything else is unchanged. The affected areas are: §3 User Flow (note), §4.2 Delete, §4.4 Default Template, §4.6 Smart Fields Logic, §5 "Create new" row, §5 Template Selection table (removed), §5.3 Smart Fields Configuration (default template fields), §6 Success Message Handling (delete toast added), §7 Builder-Side errors (template-selection error removed), and §8 Acceptance Criteria (Kebab Actions + Template Logic).

Functional Requirements Document (FRD) — Lead Form Module

1. Module Overview

• Module Name: Lead Form
• Purpose: Enable agencies to create customizable lead capture forms that automatically convert submissions into projects, events, and client records within the Pixally CRM.
• Business Goal: Streamline lead acquisition and project initiation by providing agencies with professional, brand-compliant forms that integrate seamlessly with their CRM workflow, reducing manual project and client creation and improving conversion rates.

2. User Roles & Permissions

• Permissions matrix: Click Here

The Lead Form module is governed by the Owner, Admin, and Project Manager roles per the linked permissions matrix.

3. User Flow

▲ Updated (v1.1): The flow above is the v1.0 reference. As of v1.1 the Template Selection, Template Preview, and Template Confirmation steps are removed. The updated flow is: Access Module → Initiate Creation → Form Building (the builder now opens directly on the default template) → Content / Field / Styling / Settings configuration → Form Completion (Save as Template = Draft, or Publish = Live) → Deployment. (The Figma flow diagram should be updated to match.)

4. Functional Logic

4.1 Form Builder Listing

• If there is no lead form (either draft or published), an empty state is displayed.

4.2 Lead Form Kebab Actions

Duplicate

• Duplicate Naming Logic: When the "Duplicate" action is selected, the system automatically derives a copy name using the following algorithm:
  • Step 1 — Derive the Base Name: Strip any "Copy of " prefix and trailing "(N)" numbering to get the clean base name.
  • Step 2 — Find the Next Available Copy Number: Scan all existing forms for matching copy names and assign the next sequential number.
  • Step 3 — Assign the Copy Name: "Copy of [base name]" → "(1)" → "(2)", etc.
  • Important: The source of duplication (original or any copy) does not affect the result.
• Status Inheritance: Duplicated forms maintain the same configuration but are created with "Draft" status regardless of the original form's status.

Edit

• Builder Access: Opens the lead form template in the builder view, where the user can edit and modify the template.
• Action Requirement: Edit functionality is only available after the Save Template or Publish action has been completed.
• After editing: The form must be published again for the changes to be applied automatically.

Preview Form

• Opens the live preview of the form (web and mobile views).

Delete ▲ Updated (v1.1)

• Permissions: Only the Agency Owner and Admin can delete a lead form. The Delete action is not available to any other role.

• Confirmation Required: Selecting Delete displays a confirmation pop-up before deletion. The pop-up copy depends on the form's status:

  **a) Draft lead form — simple confirmation
  **

  • Title: Delete Lead Form
  • Body: "Are you sure you want to delete this lead form? This action cannot be undone."
  • Buttons: Cancel · Delete

• **b) Published lead form — embed warning
  **

  • Title: Delete Lead Form
  • Body: Warns that the form is already published, so deleting it will remove it from everywhere it is embedded (e.g., "This lead form is published. Deleting it will remove it from everywhere it's embedded, and any embedded copies will stop working. This action cannot be undone.").
  • Buttons: Cancel · Delete anyway

• Cancel: Dismisses the pop-up and makes no change.

• Deletion is permanent (hard delete) and cannot be undone. The form is removed from all locations it is embedded.

• Captured leads are retained: Leads already generated and submitted through the form remain in the CRM and are unaffected; only the form (collection surface) is removed, and the form can no longer be used to collect future leads.

• Published Form Impact: When a published form is deleted, any existing embeds on an external website or shared links will no longer display the live form, and the links will no longer work.

• Error Display: The iframe will instead show a "Form unavailable" message for deleted forms.

• On successful deletion: A success toast — "Lead form deleted successfully" — is shown for 3 seconds (no Undo action), and the user is returned to the Lead Forms listing with the deleted form no longer present.

4.3 Auto-Naming Logic on Creation

The system automatically assigns a name to every newly created lead form. The user is not presented with a name input field during the creation process.

• First form → "Lead Form"
• Each subsequent → "Lead Form 1", "Lead Form 2", etc.
• No gaps are back-filled on deletion.
• User may rename the form after creation.

4.4 Default Template & Default Questions Logic ▲ Updated (v1.1)

• No template selection: On creating a new lead form, the user is no longer shown a template-selection screen (minimal / classic / modern). The user is redirected directly to the builder with the default template pre-loaded.
• Default Template: The default template's default questions (nine fields — eight smart fields plus one long-text input) load automatically in the builder, including both mandatory and non-mandatory questions. The full field layout, placeholders, required flags, and CRM mapping are in §5.3; smart-field behavior is in §4.6.
• Template Inheritance: All styling, structure, and field configurations are inherited from the default template.
• Load failure (edge case): If the default template fails to load on create (e.g., a network error/timeout), a blank builder is shown; the default template recovers on refresh.

4.5 Form Builder Logic

• Three-Panel Synchronization: All changes in the left panel, center form builder, and right panel (field settings) sync in real-time.
• Field Management: Fields can be reordered via drag-and-drop, renamed inline or from settings (all field names — Input and Content — can be renamed without restriction), and each field's settings can be configured individually.
• Content fields: Content fields are display-only in the lead form. The user provides/fills information or images in the content block.
• Input Fields: Input fields capture lead user data to create the project, event, and lead, as well as any additional information.
• Field Type Change: In field settings, only Input fields support field-type change; Content and Smart fields maintain fixed field types.
• Preview Form: Users can preview the form in both web and mobile views using the Eye button in the header (Mobile toggle for mobile view, Web toggle for web view). The form is displayed exactly as it will appear on the website when embedded, allowing users to review the visual appearance and user experience before publishing or sharing.
• Thank You Page: Users can customize the Thank You page or provide a custom URL for redirection.

4.6 Smart Fields Logic ▲ Updated (v1.1)

The default template ships with the smart fields below (see §5.3 for full field layout, placeholders, and CRM mapping). Field labels shown are the default template's display labels; the CRM entity each maps to is unchanged.

• Mandatory/Required Smart Fields (cannot be deleted): Your name (Full Name), Email, What are you planning? (Primary Event Type), Service Type, and Service Area.
• Optional Smart Fields (can be deleted): Partner's name, Phone, Event date (Primary Event Date), Location or venue (Primary Venue), and How did you hear about us? (Lead Source).
• Field Type Locking: A smart field's "field type" is fixed and cannot be changed in the settings.
• Unique Instance: Smart fields cannot be copied or duplicated — each smart field type can exist only once per form (e.g., only one Full Name smart field allowed).
• CRM Integration: Smart field data automatically maps to the corresponding CRM entities (see §5.3 for the mapping).
• Brand Dependency: When the lead form is published, the Event Type, Service Type, and Service Area options populate based on the brand selected during lead form configuration.

4.7 Form Builder Settings

• See §5 Form Builder Settings Fields for the full field list (Colors, Typography, Team & Project, Thank You Page).

4.8 Brand and Service Assignment Logic

Brand Assignment Impact

• Field Options: Event Type, Service Type, and Service Area options filter based on the selected brand.
• Color Integration: "Use Brand Colors" applies the brand color scheme to the Submit button element only.
• Service Area Dependency: Service areas are brand-specific and update when the brand changes.

Team and Project Assignment

• Team Assignment: Selected team members receive email and project access; when a lead submits the form, these assigned team members are automatically associated with the newly created project.
• Primary Recipient Logic: The primary lead recipient becomes the project owner of the newly created project upon successful form submission by the lead.

4.9 Form Completion Logic

Save as Template

• Draft Creation: Saves the current form configuration with "Draft" status.
• Listing Appearance: Draft forms appear in the lead form listing with a "Draft" status badge.
• Inactive State: Draft forms cannot be used by clients — no embed code generation or email distribution.
• Editable: Draft forms can be edited and later published.

Publish Form

• Publish Requirements: All mandatory settings (Select brand, Service area) and fields must be completed before publishing (see §5 Field Details & Validations, and §7 for validation scenarios and error handling).
• Activation: Changes the form status from "Draft" to "Published", or directly publishes new forms.
• Client Access: Only published forms can be embedded on websites or shared with clients.
• Embed Code Generation: Published forms provide iframe embed code and email distribution options.
• Status: Published forms display the "Published" status badge in the listing.
• Form Security — reCAPTCHA Protection: All published forms include reCAPTCHA verification to prevent spam and automated submissions.

4.10 Search Functionality

• Search Bar: A search input field is available at the top of the Lead Forms listing page, allowing users to search for lead forms by name.
• Search Behavior:
  • Search is performed in real-time as the user types (auto-search with debounce).
  • The search query matches against lead form names (partial and full matches supported).
  • Search is case-insensitive.
  • If no results match, an empty state is displayed with the message: "No results found — No items match your search. Try adjusting your keywords or clearing the search."
• Clear Search: Users can clear the search input to reset the listing and display all available lead forms.

4.11 Filter Functionality

• Filter Access: A filter icon (funnel icon) is available next to the search bar in the Lead Forms listing header. Clicking it opens a Filters Drawer panel on the right side of the screen.
• Filter Options:
  • Brands: A dropdown selector labeled "Select Brands" that allows filtering lead forms by the brand associated with them. Users can select one or more brands.
  • All Status: A dropdown selector labeled "All Status" that allows filtering by current status: All Status (default), Draft, Published.
• Filter Behavior:
  • Filters are applied in combination — selecting both a brand and a status displays only lead forms matching both criteria.
  • The listing updates in real-time as filters are applied.
  • If no lead forms match, the empty state is displayed: "No results found — No items match the selected filters. Try adjusting or reset your filters to see results."
• Reset Filters: A reset button (refresh icon) at the top-right of the Filters Drawer clears all applied filters and restores the default listing view.

4.11.1 Combined Search & Filter

• Search and filter work together — users can search within filtered results or apply filters to narrowed search results.
• Clearing search does not reset filters, and resetting filters does not clear the search input; both operate independently.
• When both search and filters are active and no results match, the standard empty state message is displayed.

4.12 Published Form Submission Logic

When a user or lead submits a form published on an external website or shared link, client-side validation runs in real time as the user fills out the form to ensure all required fields are completed correctly. Upon successful submission, the user either sees a Thank You page or is redirected to the custom URL specified in the Lead Form settings.

The following actions occur after a successful submission:

Automatic Entity (Project, Event & Lead) Creation

• Client Creation/Linking: The system checks for existing leads/booked clients by the email address provided in the lead form.
  • If a match is found, the new project created from the lead form is mapped to the existing lead or booked client; otherwise, a new lead is created. For new user submissions, the entry appears in the Lead list in the client management module.
• Email Sent: An automatic email (containing the client portal link) is sent to the email address provided in the lead form.
  • The agency owner and primary client also receive an email and a notification in the Pixally CRM after a lead successfully submits the form.
• Team Member and Project Owner assignment: The selected lead recipient in the lead form is attached to the project when the form is submitted successfully.
• Project Creation: A new project is created with the Client's Full Name as the project title.
• Event Creation: An event is created within the project as per the selected Event Type and Primary Event Date.
  • If no event date or event venue is provided, it is marked as TBD.
• Service Assignment: Selected services are assigned to the created project's event.
• Lead Stage Assignment: The project's event is automatically set to the "New Lead" stage in the event pipeline.
• Dashboard reflection: After a successful submission, the Agency Dashboard updates the New Leads Count and displays the created leads in the New Leads section.
• Activity Tab reflection: When a lead form is submitted, the full lead form submitted by the lead is displayed in the activity center as the first activity.
  • The Activity tab reflects that the project has been created, the team members have been assigned, and an automated email with the client portal link has been sent to the client. Reference

5. Field Details & Validations

5.1 Lead Form Listing Page Fields

Field Name

Type

Validation Rules

Lead Form Name

Text + Icon

Display with icon, sortable column, case-insensitive

Status

Text Badge

"Draft" or "Published" status display

Brand Logo and Brand Name

Image and text

Display the brand associated with the lead form

Leads

Number

The count of submitted forms with successfully collected data (count of lead forms filled and submitted)

Created date

Text and number

Display template creation date

Kebab menu

Action

Edit, Duplicate, Preview Form, Delete (see §4.2)

Search

Input

Search by template name only

Pagination Controls

Dropdown + Navigation

10, 25, 50, 100 items per page

Create new ▲ Updated (v1.1)

CTA

On click, redirects directly to the builder with the default template (no template selection screen). The system auto-assigns a name following the sequential naming logic (see §4.3).

5.2 Template Selection ▲ Updated (v1.1)

Removed in v1.1. The template selection screen (with its Template options / Preview / Select / Confirm / Cancel controls) has been removed. Creating a lead form now opens the builder directly on the default template — see §4.4.

5.3 Default Template Fields & Smart Fields Configuration ▲ Updated (v1.1)

The default template loads the following eleven fields in the builder. Ten are smart fields (auto-mapped to CRM entities); field 10 ("Tell us about your day") is a standard input field (not a smart field). Fields are grouped into 2-Fields rows (left/right) where paired.

a) Default template — field layout (as configured)

#

Field Type

Field Name

Placeholder

Required

Smart Field?

1

2 Fields — left

Your name

John Doe

Yes

Yes

2

2 Fields — right

Partner's name

Jane Doe

No

Yes

3

2 Fields — left

Email

john@email.com

Yes

Yes

4

2 Fields — right

Phone

(555) 123-4567

No

Yes

5

Dropdown

What are you planning?

Choose one

Yes

Yes

6

2 Fields — left (Multiple Options)

Service Type

Select service(s)

Yes

Yes

7

2 Fields — right (Dropdown)

Service Area

Select area

Yes

Yes

8

Date Picker

Event date

MM/DD/YY

No

Yes

9

Short Text Field (Google Places)

Location or venue

The Ridge House, or "still looking"

No

Yes

10

Long Text Field

Tell us about your day

Where you're getting married, how many guests, what matters most to you — anything you'd like us to know.

No

No (input field)

11

Dropdown

How did you hear about us?

Choose one

No

Yes

b) Smart field CRM mapping & validation

Field Name

Maps To (Project / Event)

Validation Rules

Your name

Client Name + Project Name

Max 100 characters

Partner's name

Secondary / partner contact (client record)

Max 100 characters

Email

Client Email

Valid email format

Phone

Client Phone Number

Valid phone format

What are you planning?

Project Event (Event Type)

Options based on the selected brand

Service Type

Event › Services

Options based on the selected brand

Service Area

Service Area

Options based on the selected brand

Event date

Event Date

Future dates only

Location or venue

Primary Venue

Google Places API integration

How did you hear about us?

Lead Source

Predefined dropdown options

Field 10 ("Tell us about your day") is a standard Long Text input field — see §5.4. It is captured as additional freeform information on the lead/project (not a smart field, so no CRM entity mapping).

Notes on this default template:

• Mandatory smart fields (cannot be deleted): Your name, Email, What are you planning?, Service Type, and Service Area. Optional smart fields (can be deleted): Partner's name, Phone, Event date, Location or venue, and How did you hear about us? (see §4.6).
• Layout choice — confirm: Service Type and Service Area (mandatory) were added as a side-by-side 2-Fields pair placed after "What are you planning?" (they are event/service-related and brand-dependent). Reposition or make them full-width if you prefer.
• Because Service Type and Service Area remain mandatory smart fields, the service-assignment logic (§4.8) and brand-filtered options (§4.8, §4.12) continue to apply unchanged.

5.4 Input Fields Configuration

Field Name

Type

Validation Rules

Short Text Field

Single Line Input

No character limit

Long Text Field

Multi-line Text-area Input

No character limit

2 Fields Row

Dual Input Layout

Mixed field types allowed from available input fields; individual validation based on the selected field

Dropdown

Select Menu

Min 2 options, max 50 options, multi-selection

Single Choice

Radio Button Group

Min 2 options, max no limit, single selection

Multiple Choice

Checkbox Group

Min 1 option, max no limit, multiple selection

Date Picker

Calendar Input

MM/DD/YYYY format, calendar icon trigger

Note:

• All Input fields can be marked as required by checking the "Required Field" checkbox.
• All input fields have placeholder text, which the user can modify either inline in the builder or from the input field settings.
• The default template includes one input field of this type by default: "Tell us about your day" (Long Text Field, optional) — field 10 in §5.3.

5.5 Content Fields

Field Name

Type

Validation Rules

Full Width Text

Content Block

No character limit, inline text editor

2 Column Text

Content Layout

Two text blocks, no character limit

Cover Image

Image Upload

Max 15 MB, JPG/JPEG/PNG, auto-crop feature. Upload from the library or the local system. Uploaded images from the local system are saved in the agency's library.

2 Images

Image Upload

Two images side-by-side, max 15 MB each. Upload from the library or the local system.

Text on Image

Text + Image

Image + text overlay, max 15 MB. Upload from the library or local system.

Left-Aligned Image

Image/Text Block

Left-aligned image, max 15 MB. Upload from the library or local system.

Right-Aligned Image

Image/Text Block

Right-aligned image, max 15 MB. Upload from the library or local system.

5.6 Form Builder Settings Fields (Left Side Menu)

Colors Configuration

Field Name

Type

Validation Rules

Text Color

Color Picker

Applied to the text field. Valid color, Hex code.

Input Border

Color Picker

Applied to the input field box

Input Background

Color Picker

Applied to the input box background color

Button Text

Color Picker

Applied to the Button text color

Button Color

Color Picker

Applied to the Button color

Background Color

Color Picker

Applied to the form background color

Use Brand Colors

Checkbox Toggle

Uses the selected brand color configured for the brand. Overrides button color only when enabled.

Typography Configuration

Field Name

Type

Validation Rules

Typography for Body

Font Family

Dropdown

Provided by the client

Font Size

Dropdown

Small, Medium, Large options

Bold Button

Button

On click, apply/remove bold formatting in text

Typography for Button

Font Family

Dropdown

Provided by the client

Font Size

Dropdown

Small, Medium, Large options

Bold Toggle

Toggle

On click, apply/remove bold formatting in button text

Team & Project Settings

Field Name

Type

Validation Rules

Team Members

N/A

Minimum 1 member required

Primary Recipient

Single Select

Mark the primary recipient for the project. If only one member is selected, they are set as the primary recipient by default.

Invite Team Members

Action Button

Opens the Invite team member pop-up to add a new or existing team member to the project

Assign Brand

Dropdown

Must select a valid brand from agency brands

Service Area

Dropdown

Must select from the selected brand's service areas

Thank You Page Configuration

Field Name

Type

Validation Rules

Default Message

Radio Selection

System-provided thank you page

Custom URL

Radio Selection

Valid URL format

Thank You Heading

Editable Text

No character limit

Thank You Subheading

Editable Text

No character limit

6. Success Message Handling

Validation Scenario

Success Message

Form created successfully

"Lead form has been created successfully."

Form updated successfully

"Lead form has been updated successfully."

Form published successfully

"Lead form has been published successfully."

Form deleted successfully ▲ Updated (v1.1)

"Lead form deleted successfully."

7. Error Message Handling

7.1 Builder-Side Error Messages (Form Configuration)

Field

Validation Scenario

Error Message

Lead Form Name

Empty name after inline rename

"Please enter a form name."

Lead Form Name

Duplicate name after inline rename

"A Lead Form with this name already exists."

Brand Assignment

Not selected when publishing

"Please select a brand before publishing the form."

Service Area

Not selected when publishing

"Please select a service area before publishing the form."

Team Members

None assigned when publishing

"Please assign at least one team member before publishing."

Primary Recipient

Not assigned when publishing

"Please assign a primary project recipient before publishing."

Custom URL

Empty submission

"Please enter a URL."

Custom URL

Invalid format

"Please enter a valid URL."

File Upload

File too large

"Image size cannot exceed 15 MB."

File Upload

Invalid format

"Please upload a valid image file."

Dropdown Options

Less than 2 options

"Please add at least 2 options for dropdown fields."

Single Choice Options

Less than 2 options

"Please add at least 2 options for single-choice fields."

Multiple Choice Options

Less than 2 options

"Please add at least 2 options for multiple-choice fields."

Field Name

Empty field name

"Field name cannot be empty."

▲ Updated (v1.1): The former "Template Selection — None chosen — 'Please select a template to continue.'" error has been removed, as template selection no longer exists (see §4.4).

7.2 Client-Side Error Messages (Form Submission)

Field

Validation Scenario

Error Message

Full Name

Empty submission

"Please enter your full name."

Email Address

Empty submission

"Please enter your email address."

Email Address

Invalid format

"Please enter a valid email address."

Phone Number

Empty submission

"Please enter your phone number."

Phone Number

Invalid format

"Please enter a valid phone number."

Primary Event Type

Not selected

"Please select an event type."

Service Type

Not selected

"Please select at least one service type."

Service Area

Not selected

"Please select a service area."

8. Acceptance Criteria

• Form Listing: Empty state shown if no draft or published lead form exists.
• Auto-Naming on Creation: Lead forms are automatically assigned sequential names ("Lead Form", "Lead Form 1", "Lead Form 2") upon creation. No manual name input is required or presented at the point of creation. Users may rename the form after creation.
• Kebab Actions: ▲ Updated (v1.1) Duplicate creates the next "Copy of [base name]" or "Copy of [base name] (N)" using the sequential copy naming logic — regardless of whether the original or an existing copy is duplicated; Edit opens the builder (only after save/publish); Preview shows the live view; Delete (Agency Owner/Admin only) prompts a status-specific confirmation pop-up — draft (Cancel/Delete) or published (Cancel/Delete anyway) — permanently deletes the form, shows a "Lead form deleted successfully" toast (3s, no Undo), returns the user to the listing, and breaks existing embeds with "Form unavailable" while retaining previously captured leads.
• Template Logic: ▲ Updated (v1.1) Creating a form opens the builder directly with the default template (no template selection); the default template inherits styling/fields and auto-loads default mandatory & optional questions.
• Form Builder: Three panels sync in real-time; fields can be renamed, reordered, and configured; content vs. input vs. smart field rules apply; preview in web/mobile; customizable Thank You page or redirect URL.
• Smart Fields: Required fields (Name, Email, Phone, Event Type, Service Type, Service Area) cannot be deleted/duplicated; optional fields (Venue, Date, Lead Source) are removable; fixed field types; auto-map to CRM; brand dependency for event/service/service area.
• Brand & Service Assignment: Brand filters event/service/service area options; brand colors apply to the Submit button; service areas are brand-specific; assigned team members are auto-linked; primary recipient becomes project owner.
• Form Completion: Draft forms saved but inactive (no embed); published forms require mandatory configs, generate embed code, display the Published badge, and include reCAPTCHA.
• Form Submission: Valid submissions auto-create/update client, project, event, services, and lead stage; assign team/project owner; trigger client + agency emails & CRM notifications; update dashboard metrics; show the Thank You page or redirect URL.

9. Dependencies

Module / System

Dependency Type

Impact if Unavailable

User Management

Authentication

Cannot access the form builder or manage permissions

Brand Management

Data Integration

Cannot assign brands or filter field options

Team Management

User Assignment

Cannot configure team notifications or project assignments

Email Service

Notifications

Team members and clients are not notified of submissions

File Storage

Image Upload

Cannot upload or store images for form content

Client Portal

Access Links

Clients cannot access the portal after form submission

Project Management

Project Creation

Projects created, but may lack proper initialization

Event Management

Event Creation

Events created, but may lack service assignments

10. References

• Figma Link: Click Here

Lead Form Deprecated

Lead Form Module

Functional Requirement Document

BA & Ideation: Dakshraj Jhala

Reviewed By: KG (Project Manager)

Updated Date: 25 September 2025
Status: Approved

Version 1.0

Functional Requirements Document (FRD) - Lead Form Module

1. Module Overview

• Module Name: Lead Form
• Purpose: Enable agencies to create customizable lead capture forms that automatically convert submissions into projects, events, and client records within the Pixally CRM
• Business Goal: Streamline lead acquisition and project initiation by providing agencies with professional, brand-compliant forms that integrate seamlessly with their CRM workflow, reducing manual project and client creation and improving conversion rates

2. User Roles & Permissions

• Link: Click Here

3. User Flow

4. Functional Logic

4.1 Form Builder Listing

• If there is no lead form, either draft or published, an empty state will be displayed.
• Refer - Click Here

4.2 Lead Form Kebab Actions:

Duplicate:

• Duplicate Logic: Duplicate Naming Logic: When the "Duplicate" action is selected, the system automatically derives a copy name using the following algorithm:
  • Step 1 — Derive the Base Name: Strip any "Copy of " prefix and trailing "(N)" numbering to get the clean base name. Step 2 — Find the Next Available Copy Number: Scan all existing forms for matching copy names and assign the next sequential number. Step 3 — Assign the Copy Name: "Copy of [base name]" → "(1)" → "(2)", etc.(+ progression table)
  • Important: The source of duplication (original or any copy) does not affect the result.
• Status Inheritance: Duplicated forms maintain the same configuration but are created with "Draft" status regardless of the original form status

Edit:

• Builder Access: Opens the lead form template in the builder view, where the user can edit and modify the template
• Action Requirement: Edit functionality is only available after the Save Template or Publish action has been completed
• After editing: The form must be published again for the changes to be applied automatically

Preview Form:

• Refer - Click Here

Delete:

• Confirmation Required: Displays a confirmation pop-up with a deletion warning message
• Published Form Impact: When a published form is deleted, any existing embeds on an external website or shared links will no longer display the live form, and the links will no longer work
• Error Display: The iframe will instead show a "Form unavailable" message for deleted forms

4.3 Auto-Naming Logic on Creation

The system automatically assigns a name to every newly created lead form. The user is not presented with a name input field during the creation process.

• First form → "Lead Form"
• Each subsequent → "Lead Form 1", "Lead Form 2", etc.
• No gaps back-filled on deletion.
• User may rename after creation.

4.4 Template Selection & Default Questions Logic:

Template Inheritance: All styling, structure, and field configurations are inherited from the selected template

• Minimal Template: If the minimal template type is selected, default questions will be displayed in the lead form builder, including both mandatory and non-mandatory questions. Refer - Click Here for Mandatory Questions, Click Here for Non Mandatory Questions
• Note for future reference: Other template details will be provided by the client

4.5 Form Builder Logic:

Three-Panel Synchronization: All changes in the left panel, center form builder, and right panel for fields’ settings sync in real-time

Field Management: Fields can be reordered via drag-and-drop, renamed inline or from settings (all field names (Input and Content) can be renamed without restriction), and for each field, settings can be configured individually

Content fields: Content fields are display-only in the lead form. The user needs to provide/fill information/images in the content block. Refer - Click Here

Input Fields: Input fields capture lead user data to create the project, event, and lead, as well as any additional information. Refer - Click Here

Field Type Change: In field settings, only Input fields support field type change; Content and Smart fields maintain fixed field types. Refer - Click Here

• Preview Form: Users can preview the form in both web and mobile views using the Eye button in the header (Mobile toggle for mobile view, Web toggle for web view). The form is displayed exactly as it will appear on the website when embedded, allowing users to review the visual appearance and user experience before publishing or sharing
• Thank You Page: Users can customize the Thank You page or provide a custom URL for redirection

4.6 Smart Fields Logic:

Mandatory/Required Smart Fields: Full Name, Email, Phone Number, Primary Event Type, Service Type, and Service Area cannot be deleted

• Optional Smart Fields: Primary Venue, Event Date, and Lead Source are optional fields, meaning they can be deleted from the lead form

Field Type Locking: Smart fields “field type” is fixed and cannot be changed in the settings

• Unique Instance: Smart fields cannot be copied or duplicated - each smart field type can only exist once per form (e.g., only one Full Name smart field allowed)

CRM Integration: Smart field data automatically maps to corresponding CRM entities. Refer - Click Here

Brand Dependency: When the lead form is published, the Event Type, Service Type, and Service Area options will populate based on the brand selected during lead form configuration

Smart Field Data Mapping:

Refer - Click Here

4.7 Form Builder Settings

• Refer - Click Here

4.8 Brand and Service Assignment Logic

Brand Assignment Impact:

Field Options: Event Type, Service Type, and Service Area options filter based on the selected brand

Color Integration: "Use Brand Colors" applies the brand color scheme to the Submit button element only

Service Area Dependency: Service areas are brand-specific and update when the brand changes

Team and Project Assignment:

Team Assignment: Selected team members receive email and project access; when a lead submits the form, these assigned team members will be automatically associated with the newly created project

Primary Recipient Logic: Primary lead recipient becomes the project owner of the newly created project upon successful form submission by the lead

4.9 Form Completion Logic:

Save as Template:

Draft Creation: Saves the current form configuration with "Draft" status

Listing Appearance: Draft forms appear in the lead form listing with a "Draft" status badge

Inactive State: Draft forms cannot be used by clients - no embed code generation or email distribution

Editable: Draft forms can be edited and later published

Publish Form:

Publish Requirements: All mandatory settings (Select brand, service area) and fields must be completed before publishing. Refer - Click Here

• For all the validation scenarios and error handling. Refer - Click Here

Activation: Changes the form status from "Draft" to "Published" or directly publishes new forms

Client Access: Only published forms can be embedded on websites or shared with clients

Embed Code Generation: Published forms provide iframe embed code and email distribution options

Status: Published forms display the "Published" status badge in the listing

Form Security: reCAPTCHA Protection- All published forms include reCAPTCHA verification to prevent spam and automated submissions

4.10 Search Functionality:

Search Bar: A search input field is available at the top of the Lead Forms listing page, allowing users to search for lead forms by name

Search Behavior:

• Search is performed in real-time as the user types (auto-search with debounce)
• The search query matches against lead form names (partial and full matches supported)
• Search is case-insensitive
• If no results match the search query, an empty state is displayed with the message: "No results found — No items match your search. Try adjusting your keywords or clearing the search."

Clear Search: Users can clear the search input to reset the listing and display all available lead forms

4.11 Filter Functionality:

Filter Access: A filter icon (funnel icon) is available next to the search bar in the Lead Forms listing header. Clicking the filter icon opens a Filters Drawer panel on the right side of the screen

Filter Options:

• Brands: A dropdown selector labeled "Select Brands" that allows users to filter lead forms by the brand associated with them. Users can select one or more brands to narrow down the listing
• All Status: A dropdown selector labeled "All Status" that allows users to filter lead forms by their current status. Available status options include:
  • All Status (default — shows all forms)
  • Draft
  • Published

Filter Behavior:

• Filters are applied in combination — selecting both a brand and a status will display only lead forms matching both criteria
• The lead form listing updates in real-time as filters are applied
• If no lead forms match the applied filters, the same empty state is displayed: No results found “No items match the selected filters. Try adjusting or reset your filters to see results.”

Reset Filters: A reset button (refresh icon) is available at the top-right corner of the Filters Drawer, allowing users to clear all applied filters and restore the default listing view

4.11.1 Combined Search & Filter:

• Search and filter work together — users can search within filtered results or apply filters to narrowed search results
• Clearing search does not reset filters, and resetting filters does not clear the search input; both operate independently
• When both search and filters are active and no results match, the standard empty state message is displayed

4.12 Published Form Submission Logic:

When a user or lead submits a form published on an external website or shared link, client-side validation will run in real time as the user fills out the form to ensure all required fields are completed correctly. Upon successful submission, the user will either see a Thank You page or be redirected to the custom URL specified in the Lead Form settings.

The following actions will occur after a successful submission:

Automatic Entity (Project, Event & Lead) Creation:

Client Creation/Linking: The system checks for existing leads/booked clients by email address provided in the lead form

If a match is found, the new project created from the lead form will be mapped to the existing lead or booked client; otherwise, a new lead will be created. For new user submissions, the entry will appear in the Lead list in the client management module

1. Email Sent: An automatic email (containing the client portal link) will be sent to the email address provided in the lead form
   1. The agency owner and primary client will also receive an email and a notification in the Pixally CRM after a lead successfully submits the form
2. Team Member and Project Owner assignment: The selected lead recipient in the lead form will be attached to the project when the lead form is submitted successfully

Project Creation: New project created with Client’s Full Name as project title

Event Creation: Event created within the project as per the selected Event Type and Primary Event Date

• 1. If no event date or event venue is provided, it will be marked as TBD

Service Assignment: Selected services assigned to the created project’s event

Lead Stage Assignment: The Project’s event will be automatically set to the "New Lead" stage in the event pipeline

1. Dashboard reflection: After a successful lead form submission, the Agency Dashboard will update the New Leads Count and display the created leads in the New Leads section
2. Activity Tab reflection: When a lead form is submitted, the full lead form submitted by the lead will be displayed in the activity center as the first activity.
   1. The Activity tab will reflect that the project has been created, the team members have been assigned, and an automated email with the client portal link has been sent to the client. Refer - Click Here

5. Field Details & Validations

Lead form listing page fields

Field Name

Type

Validation Rules

Lead Form Name

Text + Icon

Display with icon, sortable column

case insensitive

Status

Text Badge

"Draft" or "Published" status display

Brand Logo and Brand Name

Image and text

Display the brand associated with the lead form

Leads

Number

The count of submitted clicks on the form with successful data collected (count of lead form filled and submitted)

Created date

Text and number

Display template creation date

Kebab menu

Action

Edit, Duplicate, Preview Form, Delete
Refer - Click Here

Search

Input

Search by template name only

Pagination Controls

Dropdown + Navigation

10, 25, 50, 100 items per page

Create new

CTA

On click, it will open the template selection screen.The system will auto-assign a name to the new form following the sequential naming logic (see Section 4.3).

Template Selection:

Field Name

Type

Validation Rules

Template options

Single select

- Current phase: Minimal Template only.

- Note for future reference - Other template details will be provided by the client

Preview

CTA

On click, it will preview the individual template

Select

CTA

Select the particular template

Confirm

CTA

The selected template will be confirmed and processed

Cancel

Button

On click, it closes the pop-up and redirects back to the form listing page

Smart Fields Configuration

Default Field: Mandatory/Required Smart Fields (Cannot be deleted):

Field Name

Data Type

Maps To Project / Event field

Validation Rules

Full Name

Text

Client Name + Project Name

Max 100 characters

Email Address

Email

Client Email

Valid email format

Phone Number

Text

Client Phone Number

Valid phone format

Primary Event Type

Dropdown

Project Event

Based on the selected brand

Service Type

Multiple Options

Event > Services

Options - Based on the selected brand

Service Area

Dropdown

Service Area

Options - Based on the selected brand

Default Field: Non-Mandatory Smart Fields (Can be deleted):

Field Name

Data Type

Maps To Project / Event field

Validation Rules

Primary Event Date

Date Picker

Event Date

Future dates only

Primary Venue

Text

Primary Venue

Google Places API Integration

How did you hear about us?

Dropdown

Lead Source

The dropdown will have predefined options. Refer - click here

Input Fields Configuration

Field Name

Type

Validation Rules

Short Text Field

Single Line Input

- No character limit

Long Text Field

Multi-line Text area input

- No character limit

2 Fields Row

Dual Input Layout

Mixed field types allowed from available input fields, individual validation based on the selected field

Dropdown

Select Menu

Min 2 options, max 50 options, Multi-selection

Single Choice

Radio Button Group

Min 2 options, Max no limit, Single selection

Multiple Choice

Checkbox Group

Min 1 option, Max no limit, multiple selection

Date Picker

Calendar Input

MM/DD/YYYY format, calendar icon trigger

Note - All Input fields can be marked as required fields by marking the “Required Field” checkbox

- All input fields will have placeholder text, which the user can modify either inline in the builder or from the input field settings

Content Fields

Field Name

Type

Validation Rules

Full Width Text

Content Block

No character limit, inline text editor

2 Column Text

Content Layout

Two text blocks, no character limit

Cover Image

Image Upload

Max 15MB, JPG/JPEG/PNG, auto-crop feature

- Upload from the library or the local system

- Uploaded image from the local system will be saved in the agency’s library

2 Images

Image Upload

Two images side-by-side, max 15 MB each

Upload from the library or the local system

Text on Image

Text + Image

Image + text overlay, Max 15 MB

- upload image from library or local system

Left-Aligned Image

Upload image

- Left-aligned image, Max 15 MB

- upload image from library or local system

Right-Aligned Image

Image/Text Block

- Right-aligned image, Max 15 MB

- upload image from library or local system

Form Builder Settings Fields (Left Side Menu)

Colors Configuration

Field Name

Type

Validation Rules

Text Color

- Color Picker

- Valid color, Hex Code

Applied to the text field

Input Border

Applied to the input field box

Input Background

Applied to the input box background color

Button Text

Applied to the Button text color

Button Color

Applied to the Button color

Background Color

Applied to the form background color

Use Brand Colors

Checkbox Toggle

Uses the selected brand color configured for the brand. Overrides button color only when enabled

Typography Configuration

Field Name

Type

Validation Rules

Typography for Body

Font Family

Dropdown

Provided by the client

Font Size

Dropdown

Small, Medium, Large options

Bold Button

Button

On click Apply/remove bold formatting in text

Typography for Button

Font Family

Dropdown

Provided by the client

Font Size

Dropdown

Small, Medium, Large options

Bold Toggle

Toggle

On click, Apply/remove bold formatting in button text

Team & Project Settings

Field Name

Type

Validation Rules

Team Members

N/A

Minimum 1 member required

Primary Recipient

Single Select

- Mark the primary recipient for the project.

- If only one member is selected, they will be set as the primary recipient by default

Invite Team Members

Action Button

Opens the Invite team member pop-up to add a new or existing team member to the project

Assign Brand

Dropdown

Must select a valid brand from agency brands

Service Area

Dropdown

Must select from the selected brand's service areas

Thank You Page Configuration

Field Name

Type

Validation Rules

Default Message

Radio Selection

System-provided thank you page

Custom URL

Radio Selection

Valid URL format

Thank You Heading

Editable Text

No character limit

Thank You Subheading

Editable Text

No character limit

6. Success Message Handling

Validation Scenario

Success Message

Form created successfully

"Lead form has been created successfully."

Form updated successfully

"Lead form has been updated successfully."

Form published successfully

"Lead form has been published successfully."

7. Error Message Handling

Builder-Side Error Messages (Form Configuration)

Field

Validation Scenario

Error Message

Lead Form Name

Empty name after inline rename

"Please enter a form name.

Lead Form Name

Duplicate name after inline rename

"A Lead Form with this name already exists."

Brand Assignment

Not selected when publishing

"Please select a brand before publishing the form."

Service Area

Not selected when publishing

"Please select a service area before publishing the form."

Team Members

None assigned when publishing

"Please assign at least one team member before publishing."

Primary Recipient

Not assigned when publishing

"Please assign a primary project recipient before publishing."

Template Selection

None chosen

"Please select a template to continue."

Custom URL

Empty Submission

"Please enter a URL."

Custom URL

Invalid format

"Please enter a valid URL."

File Upload

File too large

"Image size cannot exceed 15 MB."

File Upload

Invalid format

"Please upload a valid image file."

Dropdown Options

Less than 2 options

"Please add at least 2 options for dropdown fields."

Single Choice Options

Less than 2 options

"Please add at least 2 options for single-choice fields."

Multiple Choice Options

Less than 2 options

"Please add at least 2 options for multiple-choice fields."

Field Name

Empty field name

"Field name cannot be empty."

Client-Side Error Messages (Form Submission)

Field

Validation Scenario

Error Message

Full Name

Empty submission

"Please enter your full name."

Email Address

Empty submission

"Please enter your email address."

Email Address

Invalid format

"Please enter a valid email address."

Phone Number

Empty submission

"Please enter your phone number."

Phone Number

Invalid format

"Please enter a valid phone number."

Primary Event Type

Not selected

"Please select an event type."

Service Type

Not selected

"Please select at least one service type."

Service Area

Not selected

"Please select a service area."

8. Acceptance Criteria

Form Listing: Empty state shown if no draft or published lead form exists.

• Auto-Naming on Creation: (new bullet) Lead forms are automatically assigned sequential names ("Lead Form", "Lead Form 1", "Lead Form 2") upon creation. No manual name input is required or presented at the point of creation. Users may rename the form after creation.

Kebab Actions: Duplicate creates the next "Copy of [base name]" or "Copy of [base name] (N)" using the sequential copy naming logic — regardless of whether the original or an existing copy is duplicated; Edit opens builder (only after save/publish); Preview shows live view; Delete prompts confirmation and breaks existing embeds with "Form unavailable."

Template Logic: Selected template inherits styling/fields; minimal template auto-loads default mandatory & optional questions

Form Builder: Three panels sync in real-time; fields can be renamed, reordered, and configured; content vs input vs smart fields rules apply; preview in web/mobile; customizable Thank You page or redirect URL.

Smart Fields: Required fields (Name, Email, Phone, Event Type, Service Type, Service Area) cannot be deleted/duplicated; optional fields (Venue, Date, Lead Source) are removable; fixed field types; auto-map to CRM; brand dependency for event/service/service area

Brand & Service Assignment: Brand filters event/service/service area options; brand colors apply to Submit button; service areas are brand-specific; assigned team members are auto-linked; primary recipient becomes project owner

Form Completion: Draft forms saved but inactive (no embed); published forms require mandatory configs, generate embed code, display Published badge, and include reCAPTCHA.

Form Submission: Valid submissions auto-create/update client, project, event, services, and lead stage; assign team/project owner; trigger client + agency emails & CRM notifications; update dashboard metrics; show Thank You page or redirect URL

9. Dependencies

Module/System

Dependency Type

Impact if Unavailable

User Management

Authentication

Cannot access the form builder or manage permissions

Brand Management

Data Integration

Cannot assign brands or filter field options

Team Management

User Assignment

Cannot configure team notifications or project assignments

Email Service

Notifications

Team members and clients were not notified of submissions

File Storage

Image Upload

Cannot upload or store images for form content

Client Portal

Access Links

Clients cannot access the portal after form submission

Project Management

Project Creation

Projects created, but may lack proper initialization

Event Management

Event Creation

Events created but may lack service assignments

10. References

• Figma Link - Click Here